Customer Refund Policy

UW Information Technology (UW-IT) strives for accuracy in billing but recognizes that discrepancies may occur. Therefore, UW-IT will review a charge at customer request when notified within 90 days of the charge appearing in MyFinancial.desktop (MyFD). If it is determined that the charge was made in error by UW-IT, a reverse charge will be issued to refund the customer.

Request a Refund

Include details so that we can locate your charge: department, date the charge appeared on MyFD (must be within the last 90 days), budget number, charged amount, description of service billed, and reason for submitting the request.

We will send a reply email to notify you whether your budget is eligible for a refund based on the details you provided.

If your request for a refund is confirmed, the charge will be reversed and will be processed to your budget.

If it is determined that the charge was not the fault of UW-IT (for example: customer failed to cancel a service), then we will verify the service should be cancelled to stop future billing.

Who to Contact

Factors Impacting the Policy

Reconciliation Timeline: According to UW Budget Activity Reconciliation Process Guidelines, budget reconciliations should be completed on a monthly basis within 45 days of the month-end close, but no less frequently than quarterly (i.e., 90 days).

Rate Setting Process: Some costs are included in cost pools that are allocated each year in the budget and rate setting process. Rates are set once a year and adjustments are not made mid-year.

Budget Cycle: As a public institution, the UW operates on a fiscal year and the State of Washington biennial budget cycle. Once the fiscal year ends and the biennium is closed, prior periods cannot be adjusted.